EXECUTIVE ASSISTANT TO THE ASSOCIATE VICE CHANCELLOR

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UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

The Executive Assistant to the Associate Vice Chancellor will provide executive level support to the Associate Vice Chancellor (AVC) for Diversity, Equity & Inclusion, including coordinating meetings, drafting communications with campus partners, and independently managing workflow. This position will also provide complex operational support to the Office of Diversity, Equity & Inclusion, including monitoring and reconciling fiscal activity, recordkeeping and file management, ensuring compliance with university policies and procedures, and coordinating other general administrative projects. This position is the primary contact for the Office of DEI.

The Executive Assistant to the Associate Vice Chancellor plays a critical role in assisting the Associate Vice Chancellor in gathering the necessary information to make informed decisions and ensure smooth operation of the department and the campus.

The Executive Assistant to the Associate Vice Chancellor must be resourceful and have a high degree of problem-solving skills exercising tact and discretion in all responsibilities associated with departments and campus partners, external relations, and public contacts. The position provides critical assistance for project management, calendar planning, publications, and correspondence. The sensitive nature of the work requires excellent judgment and careful thought in all activities and proactive steps to protect confidentiality and sensitive information/issues including information about high impact donors. Must be able to devise methods for accomplishing tasks with little direction from the supervisor.

RESPONSIBILITIES:

Executive assistance & administration

• Support the AVC on high-level matters of importance to the Office of DEI and the university
• Develop departmental processes as required by the AVC and the university, recommending adjustments as appropriate and communicating policies to internal and external stakeholders as needed
• Serve as a resource to the AVC regarding personnel policies and procceses, departmental operations, and other organizational needs
• Maintain a clear understanding of all programs and projects under the AVC’s purview to proactively provide efficient administrative support and timely responses to requests
• Exercise a high degree of discretion and independent judgment in communications with all internal and external parties, supporting an efficient flow of requests, information, and materials
• Prepare agendas and materials for staff meetings on the AVC’s behalf using in-depth knowledge of current issues and team needs
• Draft communications for campus distrubution on behalf of the AVC and manage subsequent correspondences
• Coordinate and preserve the AVC’s complex schedule and calendar using both independent decision-making and conferring with the AVC as needed, ensuring the AVC is briefed on meeting items
• Oversee the AVC’s travel arrangements, preparation, and processing of expense reports for reimbursement

Operational support

• Monitor the Office of DEI’s email and respond to or forward correspondences as necessary
• Guide staff in maintenance of department policies, processes, and files in accordance to university policies and procedures
• Maintain the Office of DEI’s website, other digital communication platforms, and related list of contacts, working collaboratively with other related departments as needed
• Provide event support or coordination at any or all stages of event planning processes, including conducting outreach, reserving spaces, purchasing supplies, and supporting day-of tasks
• Maintain the organization, reconciliation, and compliance of the Office of DEI’s fiscal processes and projects, working collaboratively with other related departments as needed o Prepare fiscal paperwork including purchase requests, sole source documentation, food approvals, miscellaneous payments, and contract services o Reconcile departmental budgets, including pursing and resolving issues o Make departmental purchases, process orders and invoices, assist vendors, track expenses, and delivery processes o Process reimbursements for travel and other reimbursable expenses o Determine best procedures for financial transactions involving departmental budgets o Manage departmental procurement cards, ensuring compliance with university policies and procedures

Project management & special projects

• Conduct special project work with responsibility for developing procedures, formulating plans for completing necessary steps, managing workflow, and executing required tasks with minimal direct supervision
• In collaboration with the AVC, provide assessment, clarification, research, and implementation of procedures and processes necessary for the management of the department
• Support new employees through the onboarding process organizing work spaces, purchasing required equipment and materials, coordinating with OE/HR, and providing orientations as needed
• Provide support or coordination at any or all stages of recruitment processes, including preparing requested OE/HR materials, reviewing applicant materials, coordinating potential candidates, and organizing other stakeholders as needed
• Carry out special assignments and perform other work as requested by the AVC

Supervision of Program Coordinator

• Recruit, train, and supervise Program Coordinator
• Assign and review work as required
• Establish and modify working hours as needed
• Review and approve timesheets.

Other Duties

• Perform other duties as assigned.

MINIMUM REQUIREMENTS:

Bachelor’s Degree in education or related field and at least two to three years of progressively responsible experience in executive support or equivalent education and experience.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS:

• Demonstrated organizational proficiency and excellent interpersonal skills; must be able to work successfully in a team environment as well as independently
• Strong communication skills and ability to communicate and work appropriately with internal and external stakeholders, including students, faculty, staff, the community, donors and prospects
• Demonstrated self-starter and able to manage competing, multi-level priorities and communicate effectively
• Demonstrated ability to manage day-to-day fiscal and administrative details with a high degree of attention
• Demonstrated ability to initiate, evaluate, and make recommendations about developing processes and procedures
• Demonstrated ability to maintain confidentiality and resolve highly sensitive issues
• Ability to prioritize work based on knowledge of office needs
• Ability to work in an organized and professional manner under multiple deadlines and stressful situations; uphold the professional protocol set by the office and handle sensitive information in an appropriate manner
• Ability to problem solve, be detail oriented, take initiative, anticipate need, set priorities, manage multiple projects, and exercise independent judgment
• Advanced experience with personal computer, Microsoft 365, complex calendar management, and the Internet
• Demonstrated project management skills
• Demonstrated strong writing skills
• Advanced experience with personal computer, Microsoft Office Suite (Microsoft Word, Excel, Outlook, and PowerPoint), complex calendar management, and the Internet.
• Demonstrated project management skills.
• Demonstrated strong writing skills.

DESIRED:

• Experience in higher education environment
• Experience with WordPress, Workday, Microsoft 365, Adobe & Zoom

WORKING CONDITIONS:

• Regular business hours or as agreed with the supervisor.
• Available to work occasional weeknights and weekends.